Management Accounts Assistant & Biller, Oxford, UK - permanent full-time role plus hybrid working

Gillespies is a leading landscape design and masterplanning practice with an outstanding reputation for delivering responsibly designed, transformative and award-winning spaces that add real value to people's lives. We work with forward-thinking clients on pioneering projects that push the boundaries in creativity, innovation and sustainability.

The Role:

Location: Oxford, OX1 5BS
Contract type: Full-time, permanent contract
Reports to: Financial Controller
Hours: 37.5 hours per week
Salary: Negotiable; depending on qualifications/experience

About the role

We have an exciting opportunity for a Management Accounts Assistant & Biller to join our well-established office in Oxford, with a finance team of 6 and a 30-member technical team. You will be based in a historic Coach House near Bagley Wood, only a 10-minute cycle ride from the heart of the City.

You will be organised and proactive, supporting the Financial Controller and Finance Director with a variety of financial duties such as monthly billing, managing sub-consultant invoicing, coordinating employee expense and timesheet reports and monitoring business costs and overheads. The role consists of some general office administration support tasks and high usage of Deltek Vantagepoint, our financial management software. Experience with Deltek Vantagepoint or a similar system is desirable but not essential as long as you are keen to learn how to use a new financial system.

Key responsibilities & duties include:


  • Client billing for the South region, liaising with South region project managers for invoice approval and sending out to clients
  • Fee forecast spreadsheet updating and maintenance
  • Coordination of sub-consultant invoicing, liaising with clients & project managers internally and reconciliation of costs
  • Company credit card transaction imports and maintenance of credit limits
  • Monitoring internal business costs, such as printing, mileage, postage
  • Financial reconciliations for Project Managers
  • Overseeing fee, PO and contract administration
  • Occasional support with aged debtors and credit control
  • PO approval of Overhead costs in conjunction with the budget
  • Approval of expense claims posted to overhead GL codes
  • Approval of overhead timesheet lines
  • Monitoring and reporting on employee utilisation data
  • Review project WIP balances for the North region
  • Process month-end journals in co-ordination with sub-consultant reconciliation work
  • Reconciliation of fee forecast & invoicing list to management a/cs
  • Fixed Asset Register and posting of depreciation
  • Assist in the preparation of the VAT return
  • Month-end Journals to include prepayments & accruals
  • Reconciliation of Balance Sheet accounts
  • Bank Reconciliations in multiple currencies
  • Provide quarterly balance sheets for bank MI data
  • Foreign Withholding Tax (WHT) Reconciliation and posting at year-end
  • Assist with month-end management accounts
  • Assist with statutory accounts
  • Any other ad hoc tasks as directed by the Financial Controller or Finance Director

DELTEK Vantagepoint (our Management Software):

  • Carrying out most of the above tasks, within Deltek Vantagepoint
  • Creating, updating and amending supplier, project, contact and client records
  • Producing management reports
  • Setting up billing rate tables and billing terms
  • Attending Admin & Super User group meetings
  • Support/cover for Financial Controller in project/employees updates
  • Supporting employees with the use of Deltek Vantagepoint software
  • Update monthly exchange rates
  • Open timesheets and the following period
  • Query resolution and investigation
  • Become a super user from both an admin and a PM position and provide local training and assistance where needed


  • Project filing maintenance on the server
  • Overseeing Papercut (print monitoring tool) costs and counts
  • Attendance at monthly management meetings in Oxford/London
  • Any other ad hoc tasks as directed by the Financial Controller or Finance Director
  • General requirements:
  • Carry out duties consistent with all Gillespies' Guidelines, including Health & Safety, Disciplinary Process, and Equal Opportunities Policy
  • Carry out duties consistent with the Gillespies Quality Assurance (QA) procedures
  • Ensure confidentiality with regard to projects, employees and finance

Working conditions:

The nature of finance work is often time-pressured when there are important deadlines to meet, and it may be necessary to work extra hours when required.

*This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed and be subject to amendment in consultation with the post holder.

Person specification


  • Preferably some accounting qualification (part-qualified or have a desire to study for a recognised accounting qualification)
  • Strong IT understanding of financial systems
  • Excellent working knowledge of Microsoft Excel – ideally, including pivot tables, V-Lookups, charts, formulae
  • Good working knowledge of other Microsoft Office applications, such as Outlook & Word
  • Some VAT knowledge is required for sales invoicing and processing of purchase invoices
  • Essential skills and experience
  • Previous experience in a similar finance role
  • Project accounting / WIP Experience
  • Excellent organisation, planning and coordinating skills
  • Excellent attention to detail and ability to focus
  • Commercial awareness and excellent analytical and problem-solving skills
  • Ability to establish good working relationships with internal and external stakeholders at all levels
  • Ability to explain financial information in a way that is easily understood by non-financial employees
  • Ability to work effectively under pressure to meet essential deadlines
  • Ability to operate successfully as part of a small finance team, especially when communicating with members of other teams and offices
  • Ability to operate under minimal supervision

Behaviours & personal qualities

  • Pro-active in approach to work
  • Flexible, organised and committed to the role
  • Confident
  • Curious and willing to learn and develop professionally
  • Good problem solver
  • Visible in the role across the organisation

Our Offer:

  • A competitive salary with a range of benefits
  • A ‘flexi-hours’ scheme to allow for a healthy work-life balance.
  • 2 days a week working from home for full-time staff or 1 day a week for part-time staff.

To Apply:

If you think you are a suitable match for these roles, please email your CV and portfolio to (10MB maximum). Please specify the role you are applying for in the application email subject line.

References will be required after interview.

Gillespies is an equal opportunities employer. We regret that we can only respond to successful applications. No agencies, please.